essential 4 - ssid anomalies training v1.02 ssid anomalies essential 4

Essential 4 - SSID Anomalies Training v1.02

SSID ANOMALIES

Essential 4


Welcome

Introductions Ground Rules

– Mute phones while listening (mute or mic button)– Do not place your phone on hold– Silence cell phones– State your name and LEA when speaking– One conversation at a time

Duration


Course Description

TARGET AUDIENCE AND PREREQUISITES

Target Audience• LEA Program and Data Management Staff Responsible for

Overall District Enrollment• LEA System Administration Staff

Prerequisites• Essential 1 – Overview of CALPADS Objectives and

Requirements

• Essential 2 – CALPADS Key Features, Key Concepts, and System Administration

• Essential 3 – CALPADS SSID Enrollment


This module covers

Overview of Anomaly Processing SSID Anomaly Processes

– Concurrent Enrollments (CCEs)– Exit Reason Discrepancies (ERDs)– Multiple Identifiers (MIDs)

Contents


OVERVIEW OF ANOMALIES


Overview

ANOMALY DEFINITIONS

Concurrent Enrollments (CCEs) – An SSID has more than one “Primary” enrollment in a CA K-12 public school at the same time

Exit Reason Discrepancies (ERDs) – An inconsistency exists between a student’s exit reason and subsequent enrollment status in another CA K-12 public school

Multiple IDs (MIDs) – Two or more SSIDs have exactly matching or very similar demographics, pointing out the potential for one student to have multiple SSIDs

SSID anomalies are irregularities in a student’s data due to an incorrect enrollment, SSID assignment, or exit code.


Overview

Anomalies are identified and managed in different ways in CALPADS

– Prevented during data entry (online & batch)– Resolved using

SSID Anomaly Process (detected daily)Maintain Student DataFile Upload (i.e., batch)

– Must be corrected for Snapshot Certification (2% maximum of MIDs & CCEs)

ANOMALY IDENTIFICATION


Overview

DATA MANAGEMENT EXPECTATIONS (cont.)

Enrollment Status Combinations A student may have more than one enrollment status in

CALPADS as follows

Enrollments Causes ValidationWarning

Primary + Secondary (multiple) No

Primary + Short-Term (less than 30 days) No

Primary + Short-Term (less than 30 days) + Secondary (multiple)

No

Primary + Primary at different LEA Yes

No Primary+ Short-Term (less than 30 days) Yes

No Primary+ Specialized Services No


Exit Reason Discrepancies

An Exit Reason Discrepancy (ERD) is a type of inconsistency between a student’s enrollment records. The inconsistency is between the student’s exit reason and subsequent enrollment status either in the exited school or in another CA K-12 public school.

DEFINITION OF EXIT REASON DISCREPANCY



ERD WARNING TYPES

Warning Type Description

Not expected to enroll

A CompleterRe-enrolled

The student’s is a completer (e.g., graduate) based on their exit code, but the student has a subsequent enrollment.

B DropoutRe-enrolled

The student’s is a dropout based on their exit code, but the student has a subsequent enrollment.

Expected to enroll

C Potential Dropout

The student is expected to enroll at another CA public school but does not.



Exit Reason and Completion Codes Related to Completers Re-enrolling (Warning Type A)

Exit Reason Description Completion Code

E125 PriorComplSpecEd n/a

E130 Died n/a

E230 CompleterExit 100, 106, 108, 120, 250, 320, 330, 360

T280 TransCollege n/a



Exit Reason Codes Related to DropoutsRe-enrolling (Warning Type B)

Exit Reason Description

E140 NoKnownEnrollTruant

E300 ExpellNoKnownEnroll

E400 OtherOrUnknown

E420 NoShowSameSchl

T270 TransDropAdult

T380 TransInstNoHSDip

T460 TransHomeSchl



Exit Reason and Completion Codes Related to Potential Dropouts (Warning Type C)

Exit Reason

Description Completion Code

T160 TransCASchlRegular n/a

T165 TransCAEnrollDiscip n/a

T167 TransScholDistReferral n/a

E230 CompleterExit 480

E490 Summer or Intersession Exit n/a

*N470 NoShowOther n/a



Exit Reason Codes That Do Not Cause ERDs

Exit Reason Description Completion Code

E230 CompleterExit 104

E410 MedicalRsns n/a

E450 PreK-6Exit n/a

*N470 NoShowOther n/a

T180 TransPrivate n/a

T200 TransUS n/a

T240 TransOutUS n/a

T260 TransInAdult n/a

T310 TransHealthFacil n/a

T370 TransInstHSDipl n/a

Upcoming Changes

Change Request # Functionality Description

95 Anomalies Add "Warning Type" as Selection Criteria for the ERD Report and Filtering Option for ERD Resolution UI

129 Anomalies Change Anomaly Specifications to Exclude Matriculating Completers who Re-Enroll from Generating ERDs

137 Anomalies Change Anomaly Specifications to: Exclude Certain Completers who Re-Enroll from Generating ERD’s

186 Anomalies Remove Middle Name from the MID Match Criteria (User would like to see Mid candidates even with dif middle names)

301 Anomalies Request ability to Group or sort/filter CCE Anomalies by Other LEA(s) Involved



Key Points

Anomalies detection/identification does not end. Anomalies are detected nightly CCE Anomalies

– Caused by incorrect exit codes/dates or students sharing an SSID ERD Anomalies

– Unresolved Warning Type C anomalies will be counted as lost transfers and count toward your LEA’s dropout count

MID Anomalies– Combine can not be done if a CCE will be created. Enrollment

records must be cleaned up first. The majority of MID and CCE anomalies must be resolved

prior to certification (2% maximum) Replacement SSIDs from MID resolution should be

downloaded regularly (as often as SSID requests)


Important Links

System Documentation (CFS, Error List, etc.)– http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

Known Issues– http://www.cde.ca.gov/ds/sp/cl/knownissues.asp

Release Updates (i.e., system changes)– http://www.cde.ca.gov/ds/sp/cl/releaseupdates.asp

Update Flashes (i.e., critical CALPADS news)– http://www.cde.ca.gov/ds/sp/cl/update.asplashes

Listservs (important CALPADS related announcements)– http://www.cde.ca.gov/ds/sp/cl/listservs.asp


CALPADS Support

General Support– http://www2.cde.ca.gov/CALPADSHELP/default.aspx– [email protected]– 916-325-9210


Training Feedback

Please complete CALPADS Training Survey Form available online from:

– http://www.csis.k12.ca.us/survey/calpads-training/

CALPADS Online Training Survey Form


Questions

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Documents

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